Sponsor's Symposium Manual - 12th International Congress on - Autoimmunity 2020
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12th International
Congress on
Athens, Greece, 20 - 24 May, 2020
Sponsor’s
Symposium Manual
autoimmunity.kenes.com
Dear Supporter,
We are happy to present you with the Autoimmunity 2020 Supporters Symposia Manual. This manual
covers important information and is designed to assist you in preparing for your symposium.
We trust that you will find it helpful and suggest that you read all the information presented. It will
take you very little time now and could save you a great deal of time later.
The 12th International Congress on Autoimmunity (AUTOIMMUNITY 2020) takes place on 20-24
May, 2020 at the Megaron Athens International Conference Center in Athens, Greece.
Megaron Athens International Conference Center
Leoforos Vasilissis Sofias and Kokkali 1, Athens 115 21
Please forward this manual to everyone who is working on this project.
Supporters and Exhibitor Portal
Each supporter will receive an e-mail with login details to access the Supporters and Exhibitor Portal.
The Portal enables supporters to:
➢ Submit a company logo and profile
➢ Submit deliverables as per contract
➢ Order lead retrievals/scanners
- The login details will be sent to the person signing the contract. This person is responsible for passing
on the login details to third party if needed.
- Access to all Portal services will be available only after submission of your company profile and logo.
- Only deliverables as indicated in your contract, should be submitted via the Portal. Items not
included in your contract will not be processed.
Lastly, Kenes Group is offering participants and supporters specially reduced rates for various hotels in
Athens. Information, pictures, location and rates are available on the hotel accommodation page:
click here or email us at booking@kenes.com
Please do not hesitate to contact me for further information or assistance.
We look forward to welcoming you in Athens and wish you a successful Symposium.
Kind Regards
ROBERT JOHN NESBITT
Senior Project Manager
1
Section 1: Symposium Related Contact Information 3 ➢ Kenes Contacts ➢ Contractors Contacts Section 2: Deadlines Table 5 Section 3: Symposia Timetable 6 ➢ Industry Symposia Timetable ➢ Important notes ➢ Speaker’s Expenses ➢ Technical rehearsal Section 4: Symposia Session Halls 8 ➢ Symposia Session Halls – Technical Details ➢ Location and Layout ➢ Audio-visual (AV) Equipment ➢ Presentations Upload Section 5: Symposium Promotion 13 ➢ Symposium Title and Program ➢ Mobile App Advertisement ➢ Push Notification ➢ Promotional E-mail Blast – Joint ➢ Promotional Email Blast – Exclusive ➢ Symposium Signage Section 6: Miscellaneous Information 16 ➢ Badges ➢ Catering ➢ Wi-Fi ➢ Meeting Rooms/Hospitality Rooms Section 7: Badge Scanner/Lead Retrieval System 17 Section 8: Innovative Products for Industry Symposia 18 Section 9: Shipping Instructions 19 2
Section 1: Symposium Related Contact Information Kenes Contacts: Congress Organiser Kenes Group Rue François-Versonnex 7 1207 Geneva, Switzerland Tel: +41 22 908 0488 Hotel Sales Manager Elda Hehle Tel: +41 22 908 0488 Ext: 631 | ehehle@kenes.com Project Manager Robert Nesbitt Tel: +41 22 908 0488 Ext: 590 rnesbitt@kenes.com Audio Visual Coordinator Mike Perchig nest@nest-av.com Industry Liaison & Sales Noa Freilich Pollack Tel: +41 22 908 0488 Ext: 900 | nfreilich@kenes.com Registration Specialist Polina Zdravkova Tel: +41 22 908 0488 Ext: 296 | pzdravkova@kenes.com Exhibition Manager Elianne Baran Ganot Tel: +41 22 908 0488 Ext: 921 | eganot@kenes.com Product Marketing Coordinator Denitsa Yordanova Tel: +41 22 908 0488 Ext 295| dyordanova@kenes.com 3
Contractors: Catering Intercatering Georgia Stavraki gstavraki@intercatering.gr Tel: +30 2108946625 Fax: +30 2108945819 Catering is exclusive to Intercatering. Onsite Logistic Agent, Material Handing & Customs Clearance Agent Merkur Expo Logistics GmbH Zehavit Akerman Tel: +49 6173 966 95 28 Mobile: +972 52 511 4982 E-mail: Akerman@merkur-expo.com Merkur is the exclusive handler inside the venue. Hostesses, Temporary Staff Hire & Land services AFEA Travel and Congress Services Mariliza Chatzelli Tel: +30 2103668800 MChatzelli@afea.gr www.afea.gr Furniture Hire/Signage Proelectro Ltd Panayiotis Evripidou Tel: +30 2130020750 info@proelectro.gr Plants & Floral Arrangements Flowerline Ioannidis Tel: +30 210 7781 598 floart@otenet.gr Should be ordered in advance via their website: www.flowerline-ioannidis.gr 4
Section 2: Deadlines Table
Action Item Deadline Contact Person
(Please refer to your signed contract)
Staff Hotel Reservation As soon as possible Irina Sapir isapir@kenes.com
Payment of Invoice Balance Must be received in full Pazit Hochmitz
one week prior to the phochmitz@kenes.com
Congress
Symposium Final Program As soon as possible and no
(for approval by Scientific Committee) later than Thursday, 2 April
Advertisement inside the Mini Program Thursday, 2 April Via Exhibitor Portal
book https://exhibitorportal.kenes.com
Promotional E-mail Blast Monday, 27 April Each supporter has received login
(Exclusive/Joint) details to access the Exhibitor’s
E-Advertisement in the Mobile App Thursday, 2 April Portal.
For queries please contact
Text for Push Notifications Monday, 27 April
rnesbitt@kenes.com
Badge Scanner/ Thursday, 2 April
Lead Retrieval System
Placing orders for Voting/Recording/ As early as possible and
’Ask the Speaker’ and no later than Thursday, 2
Denitsa Yordanova
other Technology April
Products and Services Orders received after the
dyordanova@kenes.com
deadline will incur rush
fees
Branding of Headtable and Lectern/ Monday, 20 April Proelectro Ltd
Rollups/ Signage/ Printing Services/ Artwork should be info@proelectro.gr
Graphics submitted
before Monday, 20 April
Hostesses & Temporary Staff Hire Tuesday, 28 April Mariliza Chatzelli
MChatzelli@afea.gr
Catering Services Monday, 20 April Intercatering
Georgia Stavraki
gstavraki@intercatering.gr
AV – scheduling Tech rehearsal, placing Tuesday, 28 April Mike Perchig nest@nest-av.com
orders for extra AV for the Sponsored
Symposia and AV for Meeting rooms
Shipping & Material Handling Services
Door to door
Please contact Merkur
Airfreight shipments
No later than Monday, 11 Zehavit Akerman
Shipment via Germany warehouse Akerman@merkur-expo.com
May by 12:00
Exhibition goods -Direct to the Venue Monday, 18 May
5
Section 3: Industry Symposia Timetable
Symposia Timetable
Supporter Date Session Time Location
Chugai Wednesday, May 20, 2020 15:30-17:30 Nikos Skalkotas
Boehringer Ingelheim Thursday, May 21, 2020 12:45-13:45 Nikos Skalkotas
Inova Diagnostics Friday, May 22, 2020 12:30-14:00 Nikos Skalkotas
Thermo Fisher Scientific Saturday, May 23, 2020 12:30-14:00 Nikos Skalkotas
Timetable and halls are subject to changes. The most updated timetable is published on the Congress website.
Important notes:
➢ Industry Symposia are not included in main Congress CME/CPD credit.
➢ We recommend arriving early to set up the hall prior to the start of your Symposium. A
member of the Kenes operational team will be available should you need any assistance.
➢ Handouts can be distributed at the entrance to the Symposium hall; however, it is NOT
permitted to place material on the chairs inside the hall.
➢ Printed tent cards placed on the head table are allowed and should be produced and provided
by Supporter.
➢ We ask presenters to follow the time schedule precisely in order that the day’s events may run
smoothly. An updated scientific timetable can be found on the Autoimmunity 2020 Congress
Website.
➢ Food and drinks can be taken into the symposium halls (excluded hot dishes).
➢ Please take into consideration that a “grab & go” style lunch will be served in the Exhibition hall
simultaneously to the Industry Supported Session; therefore, we recommend serving
lunchboxes or any kind of refreshments of your choice at the entrance of the symposium hall.
Additional charge of €250 +VAT (if applicable) will be applied for cleaning the hall immediately
following the session (mandatory service).
➢ If you are planning to have catering/lunch boxes together with the symposium, it is
recommended to indicate in all publications that lunch/refreshment will be served as long this
is not contradicts the supporter’s internal compliance policy.
6
Speaker’s Expenses
As indicated in the sponsorship agreement, the supporting company, in addition to the support fee,
must cover all speakers’ expenses, including registration fees, accommodation and travel
expenses. This also applies in the case where the Sponsored Symposium speakers have already
been invited by the Congress.
Technical Rehearsal
We strongly recommend scheduling a technical rehearsal in the hall itself and testing the
Presentations during that rehearsal. Please make arrangements directly with the Congress Audio
Visual Coordinator, Mike Perchig at: nest@nest-av.com
A technical rehearsal is offered free of charge; however additional charges may apply, depending
on hall availability and rehearsal requirements.
7
Section 4: Symposia Session Hall
Nikos Skalkotas – Technical Details
For Symposia taking place in Nikos Skalkotas, the Hall will be referred to as Nikos Skalkotas in all
congress publications and directional signage.
Hall Technical Details
Hall Capacity & Layout Fixed theatre style seating for 380
Ceiling Height Approx. 6m-8m (min-max)
Hall Size 470 sqm
Stage Size 110 sqm
W H
Speaker Lectern
Banner dimensions
0.75m 1.10m
W H
1.85m 76cm
Head Table
Banner Dimensions
Sufficient seating for up to 3 persons.
10mm Foam board or similar rigid material is
recommended for branding the table.
The general stage setting in all halls includes 1 speaker lectern and a head table accommodating up
to 3 persons. For alternative/additional arrangements (fees may be incurred) please contact Robert
Nesbitt at: rnesbitt@kenes.com
Branding the head table and Lectern is optional and should be arranged in advance by the
sponsoring company.
8
Hall Floor Plans: (Please note: the diagram is not to scale and is for illustrative purposes only) 9
Congress Floor Plans: 10
Audio-Visual (AV) Equipment
Nikos Skalkotas, Autoimmunity 2020 Congress
➢ Large front projection screen, image of H3.5 X W6 meters approx.
➢ High-powered Data projector to project the PowerPoint on the screen.
➢ 40” Confidence monitor in front of the head table, showing the same PowerPoint as
projected on the screen.
➢ Laptop computer for PowerPoint presentations, including English version of Windows and
Office, USB port, sound card – located at the lectern and networked to the Speakers’ Ready
Room.
➢ Countdown Timer monitor in front of the lectern.
➢ Laser pointer ( as back-up, we recommend using the cursor of the laptop computer as a
pointer ).
➢ P.A. (sound) system, which covers the hall and the stage, including 7 wired microphones ( 3
head table, 1 lectern, 3 Questions & Answers) with stands (floor/table), 1 wireless headset
microphone and connection to sound from computers (mini PL plug) at the lectern.
➢ Audio monitors for the lectern and the head table.
➢ Lighting system, illuminating the lectern and the head table.
➢ 4 x AV technicians to operate the above-mentioned systems.
Presentations Upload
The native Projection ratio in the Nikos Skalkotas Auditorium will be 16:9.
Please approach the Onsite Speakers’ Ready Room at least 4 hours before your symposium in order
to upload the slides.
We strongly recommend visiting the Technical Requirements and Instructions for Oral Presenters
page to prepare your slides accordingly.
• Please note that Presenter mode will not be available during your presentation. Please
print your notes in advance or come to the Speaker Ready Room and we will print them for
you.
• If your symposium is recorded (webcasting or live streaming), please note you must use the
congress computers.
• You may use your own computer for the presentation. Please bring your computer to the
hall during one of the breaks and at least 1 hour before the start of the symposium.
Onsite Speakers’ Ready Room opening hours will be published on the Technical Requirements and
Instructions for Oral Presenters page.
11Section 5: Symposium Promotion
Due to CME/CPD accreditation criteria for this Congress, the following rules apply:
➢ Congress banner should NOT be used in any promotional materials created by the supporter.
➢ Materials created by companies should NOT utilize the main event marketing look and feel.
➢ When promoting your symposium, please always indicate on any of your promotional
materials “This session is not included in the main event CME/CPD credit”
➢ When promoting your symposium, you are allowed to use the phrase: “Official symposium
of the 12th International Congress on Autoimmunity”, which will take place in Athens,
Greece on 20-24 May 2020.
In addition, it is not permitted to use the Autoimmunity logo on any of the symposia
materials.
Symposium Title and Programme
Please submit the final symposium program via the Exhibitor Portal as early as possible and
no later than Thursday, 2 April. The proposed program should include:
➢ Symposium title
➢ Chair(s) details: name, country and e-mail address
➢ Topics/lecture titles + Speakers details: name, country and e-mail address
➢ Please specify the symposium date, time and hall name
In case of changes to your symposium title or program, please contact the Project Manager at:
rnesbitt@kenes.com
When promoting your symposium, please indicate “This session is not included in the main
event CME/CPD credit”
Mobile App Advertisement
Should you be entitled to a mobile app advertisement as per your contract, please send the file as per
specification below to the Industry Coordinator by email until Thursday, 2 April.
Email: rnesbitt@kenes.com.
File format: PNG or JPG (up to 2 MB)
Size:
Width: 1500 pixels
Height: 2000 pixels
We recommend avoiding using small text, so the advert can be readable when displayed on a mobile
screen.
When promoting your symposium, please always indicate on any of your promotional materials “This
session is not included in the main event CME/CPD credit”
12Push Notification
For supporters entitled to a push notification as per their signed contract, kindly submit
the text by Monday, 27 April according to below guidlines:
➢ Message title: max 90 characters including spaces.
➢ Message body: max 140 characters including spaces.
➢ Launch date and time: when submitting the text, please also indicate when you wish
the push notification to be sent out. Push notifications will be sent out only during
breaks in order not to disturb the participants who are inside the session halls. To
view the list of breaks please refer to the scientific program. The final schedule will be
determined closer to the congress, considering other push notifications. We will do
our outmost to accommodate your request.
Promotional E-mail Blast - Joint
Supporters who are entitled to Joint E-mail Blast as per their signed contract, are kindly
requested to submit the files until Monday, 27 April and to follow the guidlines below:
➢ Please prepare 2 files according to the following specifications:
One Banner/Image
Format: JPEG
Dimension: 300X250
Width: 300 pixels
Height: 250 pixels
One A5 PDF (this file will be linked to the banner/image)
Format: PDF
A5 size
➢ Please send these 2 files to the Project Manager via email. E-mail:
rnesbitt@kenes.com
➢ The exact launch date will be determined by Kenes in due course. The Mail Blast will
be sent out to the preregistered delegates who have agreed to receive promotional
material.
13Symposium Signage (Optional)
Symposium supporters have the option to create signage promoting their symposium according
to the below guidelines. The symposium signage should be produced by the supporter.
1. Session Hall Signage
➢ Self-Standing Sign at the Entrance
One stand-alone sign to be placed at the entrance of the session hall 30 minutes prior
to the sessions published start time. Please make sure to indicate the following
disclosure on the sign: This session is not included in main congress CME/CPD credit
➢ Stage Banners
▪ 1 x free standing vertical sign to be placed on/next to the stage. Maximum dimensions:
150cm wide x 250cm high.
▪ Banner placed in front the head table facing audience. (For dimensions, please refer to
Section 4: Symposium Session Hall).
▪ 1 x vertical sign placed in front of the speakers’ lectern facing audience. (For
dimensions, please refer to Section 4: Symposium Session Hall).
2. Self-standing signage in the Exhibition Area
The Supporter is entitled to place one sign (W85cm x H200cm) advertising the
Symposium on the day of the session only. The sign may be placed in the exhibition area
during exhibition opening hours. Please liaise onsite with the Project Manager and
Exhibition Manager.
For branding options and costs, you may contact Proelectro. Contact details can be found on
page 4 or 5.
Please note:
Due to CME/CPD accreditation criteria, you may not place signage advertising your symposium in any
other locations unless coordinated with Kenes staff onsite.
14Section 6: Miscellaneous Information
Badges
Each supporter is entitled to 10 Symposium badges which allow access to the supporter’s
symposium only (individual names will not appear on the badges). Symposium badges can be
collected 2 hours prior to the session from the Registration Desk and should be returned to
the desk after the session ends.
Catering
Catering is exclusive to Intercatering and should be ordered in advance. Supporters who
wish to order food and beverages for their symposium, meeting/hospitality room or
exhibition booth, are welcome to do so directly with Intercatering: Ms. Georgia Stavraki
gstavraki@intercatering.gr; Tel: +30 2108946625
Please take into consideration that lunch will be served in the Exhibition area before Industry
Symposia (included in the registration fee). Therefore, we recommend serving lunch boxes or
any kind of refreshments of your choice at the entrance of the symposium hall.
Kindly place your order in advance and no later than Monday, 20 April.
Note: additional charge of €250 will be applied for cleaning the hall immediately following
the session mandatory service.
Wi-Fi
Free Wi-Fi will be available at the congress venue. Please be aware that public Wi-Fi capacity
is limited. Therefore, it is restricted to email and web browsing activity. Should you require Wi-
Fi or an internet line during your symposium, please let us know in advance and we will send
you a quote.
Contact person:
Product Marketing Coordinator
Denitsa Yordanova
Tel: +41 22 908 0488 Ext 295| dyordanova@kenes.com
Meeting Rooms / Hospitality Rooms
Supporters interested in renting a meeting room during Autoimmunity 2020 congress should
contact Industry Liaison & Sales, Ms. Noa Freilich Pollack at: nfreilich@kenes.com
Parking
Parking space (for vehicles) has a height limit of 2,05m.
There are 3 different ways of using the parking:
1) € 3 for the first 3 hours and then € 1 per extra hour.
2) € 5 daily pass (one entrance and one exit only). The pass needs to be collected at the entrance of
the garage.
3) € 12 daily pass (multiple ins and outs). The pass needs to be collected at the entrance of the
garage.
The Centre accepts no responsibility for the safety of vehicles and their contents within Centre premises.
15Section 7: Badge Scanner/Lead Retrieval System
Lead Retrieval Wireless Barcode Readers can be a helpful tool for receiving contact information
about participants who attend your symposium. Barcode readers may be rented in advance via
the Exhibitors’ Portal no later than Thursday, 2 April.
The Mini Scanner
• Pocket size
• Quickly capture lead information by scanning the barcode on attendees’ badge
• Cost per unit - € 300 + 4% credit card charges
• Available for the duration of the symposium only
• Note: no editing capabilities.
Please Note:
➢ In light of the new data protection regulation recently enacted in Europe, Kenes Group has
updated its privacy policy. You can view our updated privacy notice here.
Kenes will not share delegates’ personal data with third parties without their consent.
Please note that similar to sharing a business card, presenting a delegate badge for scanning
at exhibition booths or industry symposia constitutes an expression of consent to share their
personal details with the company that is scanning their badge so that the company may
contact them in the future.
➢ The barcodes on the delegates’ badges contain contact information as supplied by the
delegate or the agency responsible for the registration process of the delegate. We regret
that in some cases, as when group registration is completed by a company, we may not be
in possession of the full contact details.
➢ In addition, please note that neither Kenes Group nor the Organising Committee is
responsible for the content of the information.
In order to reserve your Mini Scanner, please log into the Kenes Exhibitors’ Portal
https://exhibitorportal.kenes.com
If further assistance is required to place your order, or you have not received your login details
please contact the Exhibition Manager, Elianne Ganot at eganot@kenes.com
16Section 8: Innovative Products for Industry Symposia
Maximize your Participant Experience - Use our innovative technologies for your Symposium
Kenes is proud to deliver a wide variety of quality onsite technology products and services.
We offer:
• Webcasting, Synchronized Video/Audio/PowerPoint Recording, Live Streaming and
many more products designed for capturing and recording symposium content.
• Voting with Keypads and web-based interaction platforms such as: Voting via the
Congress app, Q&A via Congress App (‘Ask the Speaker’) and more products designed for
increasing participant’s interaction during symposium sessions.
• Translation services in any language: We can provide the traditional solution with local
interpreters and hiring headphone receivers. Alternatively, we offer app translation with
remote interpreters. In this case the participants stream the translation through an app
on their smartphones.
We also provide tailor made customized solutions – contact us to make it happen!
For more onsite products opportunities and price quotes - Click Here
PLEASE NOTE: All product solutions are offered exclusively by Kenes Group.
Please contact us to discuss your needs and our relevant solutions.
Please submit your order by Thursday, 2 April. Orders received after the deadline will incur rush
fees.
17Section 9: Shipping Instructions
Kindly note that Merkur Expo Logistics GmbH is the sole official on-site agent nominated by Kenes
Group to handle all in/out shipments arriving to this congress.
Contact details:
Merkur Expo Logistics GmbH
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
E-mail: akerman@merkur-expo.com
Range of services:
➢ Transport, national or international
➢ Temporary or permanent customs clearances
➢ Coordination of deliveries, delivery time slot management
➢ Unloading, delivery to the hall/exhibition-stand, forklifting
➢ Storage of empty boxes and crates during the event
➢ Accessible storage for brochures and give-away items during the event
➢ On-site assistance and supervision
The shipping instructions at the end of this manual are provided to assist with your preparation for
the correct and timely dispatch of materials to the congress. Please follow the instructions closely.
The shipping instructions includes:
➢ Shipping Instructions
➢ Tariff
➢ Material Handling Form
➢ Shipping Labels
In order to follow up your shipment and to confirm arrival on time, we kindly ask you to provide
the official shipping agent with the following information prior to shipping:
1. Number of pieces (pallets, boxes, cartons, etc.)
2. Way of transport (road freight, currier services, airfreight, ocean)
3. Airway bill number
Supporters may choose to use their own services to deliver their goods to the venue door. However,
no other company is permitted to deliver, operate, and handle goods inside the venue.
Merkur has the responsibility of receiving and handling all materials for a fee as published on the
“Tariff” section at the end of this manual. Handling rates are based on the incoming weight of
shipments. Merkur must have payment before forwarding freight.
In order to receive a price quote for handling and to assure arrival of your materials, please be sure
to complete the “Pre-advise” form included in the shipping instructions.
Shipments sent directly to the venue prior to Monday, 18 May will be refused by Megaron
International Conference Center.
Insurance of Goods
All cargo should be insured from point of origin.
18To view the full Autoimmunity 2020 Congress Shipping Instructions, including Tariffs, Material Handling please select the relevant links: • Shipping Instructions • Tariff • Material Handling Form Shipping Labels must be attached to all boxes. Please click here for Shipping Labels Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur. For any questions/clarifications, please contact Ms. Zehavit Akerman from Merkur Tel: +49 69 747 848 Mobile: +972 52 511 4982 E-mail: Akerman@merkur-expo.com 19
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